Facility Rental Agreement and Use Inspection

Inspection template for nonprofit facility rentals that captures renter information, certificate of insurance, security deposit status, and pre- and post-event walkthrough notes for meeting rooms, gyms, and similar spaces.

Inspection Details

• Inspection type
• Inspection date and time
• Facility name
• Space inspected
  Identify the specific room, gym, hall, or multipurpose area inspected.
• Inspector name
• Renter organization name

Renter and Agreement Verification

• Renter contact information is complete
  Verify that the renter name, phone number, and email are recorded on the rental agreement.
• Authorized renter representative present
  Confirm the person present is authorized to sign or receive the facility on behalf of the renter organization.
• Rental agreement signed by both parties
  Confirm the facility representative and renter representative have signed the agreement before use.
• Rental dates and times match approved reservation
  Verify the scheduled use window matches the approved booking and any setup or teardown windows.
• Special use restrictions reviewed
  Confirm any restrictions for food, alcohol, amplified sound, occupancy, or equipment use were reviewed with the renter.
• Key or access control issued and logged
  Document whether keys, fobs, gate codes, or access cards were issued and recorded for the rental period.

Insurance, Deposit, and Administrative Controls

• Certificate of insurance on file
  Verify a current certificate of insurance is provided before occupancy, if required by the facility agreement.
• Insurance coverage dates valid for rental period
  Confirm the policy effective dates cover the full rental window, including setup and teardown if applicable.
• Additional insured wording verified
  If required by the agreement, confirm the facility or nonprofit is listed as additional insured.
• Security deposit received
  Confirm the security deposit amount was collected before use and matches the agreement terms.
• Deposit amount recorded
  Record the deposit amount received or held for the rental.
• Special fees or charges noted
  Document any cleaning fees, overtime charges, damage charges, or other agreed costs.

Pre-Event Condition Walkthrough

• Floors clean, dry, and free of trip hazards
  Check for spills, debris, loose cords, damaged flooring, or other walking hazards in the rental area.
• Entrances and exits unobstructed
  Verify doors, corridors, and exit paths are clear for normal occupancy and emergency egress.
• Lighting operational in inspected space
  Confirm overhead and task lighting are functioning in the room or gym area.
• Restrooms available and stocked
  Verify restrooms assigned to the rental area are open, clean, and stocked with soap and paper supplies.
• Furniture and equipment in good condition
  Inspect tables, chairs, mats, bleachers, or other provided items for visible damage or instability.
• Existing damage documented before event
  Record any pre-existing scuffs, dents, tears, stains, or other conditions that should not be attributed to the renter.

Post-Event Condition Walkthrough

• Space returned to agreed condition
  Confirm the room or gym was left in the condition required by the rental agreement, including furniture reset if applicable.
• Trash removed and waste properly disposed
  Check that trash, recyclables, and event waste were removed or placed in the designated receptacles.
• No new damage observed
  Verify there is no new damage to floors, walls, doors, fixtures, furniture, or equipment after the rental.
• Cleaning required beyond normal turnover
  Note whether additional cleaning is needed due to spills, residue, or excessive debris left by the renter.
• Missing or misplaced items
  Document any missing keys, equipment, furniture, supplies, or accessories.
• Damage estimate or follow-up needed
  Summarize any repair estimate, vendor follow-up, deposit deduction, or incident escalation required.

Sign-Off and Notes

• Inspector comments
  Use this field for general notes, exceptions, or clarifications not captured elsewhere.
• Renter representative signature
• Inspector signature